Editing Documents

Synology Office provides various options for you to edit your documents. Below are the most frequently used options, which are available in the toolbar for quick access:

• Undo or redo an action
• Change text font or size
• Add bold, italic, underline, or strikethrough to text
• Change text or background color
• Align text
• Create a numbered or bulleted list
• Increase or decrease indent
• Adjust line or paragraph spacing
• Insert a table, link, or comment

In addition to the options above, Synology Office also offers advanced editing tools for you to work on a document, whether by yourself or with other users. Below are the highlighted features.

Viewing Online Users

After opening a document, you will see other users currently viewing or editing the same document. Each user is displayed as an account icon next to the title of the document at the upper-right corner.

• DSM users: Can be identified by username/nickname and profile photo.
• Users without DSM accounts: Will be displayed as Guest 1, Guest 2, etc.

To view a user's current cursor position in a document:

1. Click on the account icon of a user in the upper-right corner of the screen.
2. You will be directed to the current cursor position of this user, with the username/nickname and cursor marked in the same color.

Rulers

You can use rulers to align text, graphics, or tables in your document.

To insert tab stops:

1. Click View > Show ruler to show or hide the ruler.
2. Click on the ruler to insert the following tab stops.
   • Left tab: Align the left end of the text line with the tab stop.
   • Right tab: Align the right end of the text line with the tab stop.
   • Center tab: Align the center of the text line with the tab stop.

To delete tab stops, do either of the following:

• Click on the ruler and select Clear all tabs.
• Drag the tab stop downward, off the horizontal ruler.

Zoom In or Out

To change the view of your documents, do either of the following:

• In the toolbar, click 100%.
  • Select a zoom rate from the drop-down menu.
  • Enter a number from 20 to 200.
• Press the Ctrl key on your keyboard and scroll in or out on your mouse scroll wheel.

To save your zoom settings:

1. In the toolbar, click 100%.
2. Select Remember my settings.

Switching Working Modes

After opening a document, you will see the drop-down menu of working modes near the upper-right corner of the screen. Any user with editing permission can switch between the following working modes:

• Editing: In editing mode, changes made to the document are saved directly. This is the default mode for a user with editing permission.
• Viewing: In viewing mode, no changes can be made to the document and comments will not be displayed. A user with viewing permission will access a document in this mode and cannot switch modes.
• Revising: In revising mode, changes made to the document will appear alongside the original content and will appear as a comment. The owner of the document can later decide whether they want to accept or reject each revision suggestion. This mode is useful when you are reviewing a document owned by another user.

Track Changes

You can keep track of the changes made to a document with Revising mode. When you are in Revising mode, changes will be recorded as markups in the content and shown as a bubble on the right. You can easily see additions and deletions under this mode.

To inspect revisions:

After making revisions, you can further review the content in different modes using an inspection tool. There are three ways to display the inspection tool:

• Go to View > Inspect revisions.
• Switch to revising mode.
• Open a file with any unresolved revisions.

The inspection tool will appear at the upper-right corner. Click on the drop-down menu to switch between the four different modes for reviewing the revisions:

• All markup: Show content with revisions and all markups.
• Simple markup: Show only addition markups.
• No markup: Show content with revisions and no markups.
• Original: Show original content.

To accept or reject revisions:

After checking the revisions, you can select how you want to handle the revisions by clicking the icon next to the reviewing mode drop-down menu. There are two options:

• Accept all revisions: Apply all revisions to the content at once.
• Reject all revision: Reject all revisions at once and revert to the original version.

You can also accept or reject the revisions one by one by clicking or at the upper-right corner of the revision bubble.

Print Layout

A Synology Office document is by default displayed in one continuous page without page breaks. If you want your document to be displayed in separate pages, open the View menu > Print layout. After the layout mode is switched to print layout, you can adjust layout-related content in the following ways:

• Open the File menu > Page setup to adjust the orientation, paper size, and margins.
• Click Insert > Header/footer to edit the header and footer. To customize the header and footer of the first page, click Options > Different first page.

Formatting Marks

You can use formatting marks to help arrange the layout of the text. These special marks are only visible on the screen and are not printed.

To display formatting marks:

1. Click View > Formatting marks.
2. Select to display the formatting marks you want to see.
   • Spaces: Small dots representing spaces, including full-width spaces and half-width spaces.
   • Paragraph marks: A back arrow pointing to the left for paragraph breaks and an arrow pointing down for line breaks.
   • Tab characters: An arrow pointing to the right.

Adding a Heading or Table of Contents

With the feature of headings, you can easily turn your creative ideas into structured paragraphs, allowing readers and yourself to grasp the key points at a glance. You can customize your own heading styles as well as create a link or a table of contents based on the headings.

To apply a heading style to text:

1. Select the text that you want to edit.
2. Click the Format menu > Heading.
3. Select one of the following heading styles:
   • Heading 1
   • Heading 2
   • Heading 3
   • Heading 4
   • Heading 5
   • Normal text

You can also select a heading style directly from the editing toolbar.

To change a heading style:

1. Click the Format menu > Heading > Paragraph styles.
2. Select a heading.
3. Edit the heading style via the editing toolbar in the window.
4. Edit other heading styles if necessary.
5. Click OK.

To apply text style to a heading:

You can also edit the style of text first and then apply the new style to a heading. Follow the steps below to do so.

1. Edit the style of your selected text.
2. Select and right-click on the text.
3. Choose whether you want to apply the new style to the current heading or another one. For example, if the current heading of the selected text is Heading 2, click Apply style to Heading 2 if you want to update the new style to Heading 2. Otherwise, click Apply style to another heading and select another heading.

To insert a link to another part in a document:

Cross-referencing can be done in a document via inserting a link to any text with a heading.

1. Apply a heading style to the text that you want to link to.
2. Select the text to be displayed (hereafter "displaying text").
3. Do either of the following:
   • Click the Insert menu > Link.
   • Right-click on the displaying text and then select Link.
4. Click the Link field and select the text that you want to link to from the heading list.
5. Click OK.

To insert a table of contents:

You can insert a table of contents for a document based on your heading settings.

1. Organize your document with appropriate headings.
2. Click the position where you want to insert the table of contents to.
3. Click the Insert menu > Table of contents.

To see the document outline:

Open the View menu > Show outline.

Code Block

You can insert code blocks into a document and customize the programming language, theme, and background color. Code blocking separates codes from the general text in a document and makes the document easier to read.

To add code block:

1. Select the text to apply code block to and click Insert > Code block. You may also place your cursor at the desired position and do the same to add a new code block.
2. On the pop-up window, click the drop-down menus next to Language, Theme, or Background color to modify the formats of the code block. At the bottom of the window, you may modify the number of spaces you want to convert each tab character into.
3. Click OK.

To edit code block:

1. Click the pencil icon to the right of the code block you want to edit.
2. Modify the formats and click OK.

Watermarks

You can insert a text or image watermark to be displayed behind your content. The watermark will appear on every page of your document.

To add a watermark:

1. Click Insert > Watermark.
2. Select the type of watermark:
   • Image watermark:
     1. Click Select Image to select an image.
     2. Select Faded if you want the image to be faded.
     3. Customize the Angle.
   • Text watermark:
     1. In Content, enter the text for the watermark.
     2. Customize the Font, Font size, Text color, Angle, and Transparency.

To remove a watermark:

1. Click Insert > Watermark.
2. Select No watermark.

Preferences

Configure automatic formatting preferences for Synology Document in Tools > Preferences.

• Use smart quotes: The system automatically converts straight quotation marks to the appropriate curly quotation marks for your locale upon detecting quotes.
• Automatically detect links: The system automatically converts URLs and email addresses into clickable links.
• Automatically detect lists: The system automatically detects and converts list items into bulleted or numbered lists as you type.
• Automatically detect Markdown: The system automatically converts Markdown formatting into the default style as you edit.

To use Markdown:

1. Click Tools > Preferences.
2. Select Automatically detect Markdown.

Using Markdown, you can swiftly create various formatting elements, such as:

• Different headings
• Italics
• Bold
• Strikethrough
• Links

The table below lists some common Markdown.